Project Management Support – Senior Officer

2. Summary of Key Functions  

• Project Implementation

• Financial and procurement management

• Operational support

• Project completion

• General duties

Specific duties and responsibilities:  

     1. Project Formulation and Implementation 

• Draft proposals, project budgets, work and financial plans in accordance with UNOPS Policies and Procedures.

• Review the operational aspects of proposed projects and analyze implementation arrangements for soundness, feasibility and cost implications.

• Set up projects in ERP, follow the process required to obtain HQ approvals 

• Coordinate delivery of work packages, identify and escalate to the Project Manager any deviations from the approved plans

• Maintain and update implementation plans, identify and escalates risks as relevant

• In consultation with the Project Manager, provide support and guidance on all issues relating to UNOPS financial management procedures, administrative guidelines and SOPs.

      2. Financial and procurement management

• Maintain all supporting project financial documents for audit and review processes.

• Prepare payment requests and necessary supporting documents (Financial forecasts and/or PDRs) for submission in accordance with the Business Cases.

• Prepare and maintain the operational budget according to UNOPS financial management systems and ensure accuracy of supporting documents.

• Raise vendors and requisitions for procurement, and facilitate requests for issuance of contracts and/or amendments on documents. 

• Commit funds through purchase orders (PO) in the financial system in accordance with SOPs.

• Ensure conformity of project disbursement requests with UNOPS financial rules and regulations, procedures, the project work-plan and availability of financial resources/budget.

• Prepare budget revisions in oneUNOPS  and provide all necessary documents to the Project Manager.

• Prepare all documentation and data needed for project acceptance. 

• Monitor all financial aspects of project implementation and the desired outcomes within the budget; identify operational and financial problems and find workable solutions.

• Initiate and obtain approval for changes in project components to attain project objectives more effectively (and negotiate for additional funds if needed) or when necessary for the project extension. 

• Prepare draft financial reports and schedules on the UNOPS accounts and provide periodical and/or ad hoc financial reports to UNOPS and clients (i.e. project delivery reports, financial monitoring reports and progress reports, etc).

• Coordinate submission and verification of financial reporting inputs for the consolidation of                monthly and quarterly reporting inputs toProject Management Support – Senior Officer the procurement of goods and services and disbursement of funds according to UNOPS policies and procedures.

• Make contract related payments, update records and information in line with other UNOPS departments involved.  Ensure that all payment documents are processed in a timely manner.

• Perform other duties as necessary.

       3. Operational support

• Provide support to the overall aspect of Finance, HR, Procurement and Logistics related matters of the Cost Recovery Projects.

• Ensure all business processes are backed up by required supporting documents for processing of staff and sub-contract payments, awarding and amending of contracts. 

• Ensure conformity of project disbursement requests with UNOPS financial rules and regulations, work plans, and availability of resources for disbursement.

• Ensure that Purchase Orders are raised, review and process request for Personnel Action (RPA), requisitions for procurement, contract issuance and amendment as well as disbursement of funds are processed and costs captured with sense of urgency and accuracy.

• Manage subcontracts and other project related transactions, ensuring updated records and information are filed.

• Advise project staff on the application, interpretation and adoption of UNOPS corporate operational rules, procedures and guidelines in all transactions.

• Prepare monthly projected and actual burn-rates.

• Maintain records of project files and other support documents in accordance with archiving guidelines

• Develop and implement a timetable for the financial and contractual closure of projects that have been operationally closed.

       4. Project completion

• Assist in the preparation of project completion reports and ensure compliance with contractual obligations.

• Assist the PM to ensure smooth project completion in accordance with UNOPS policies and procedures and as was specified in the project documents (business cases).

• Encourage and institutionalize knowledge sharing and interacting with clients as appropriate.

        5. General duties

• Maintain close communication with other PSOs to ensure constant exchange of best practices and standardization of approaches.

• Share knowledge and expertise in Project Support with other colleagues.

3. Monitoring and Progress Controls

• Project Budget for fiscal year is prepared in timely manners for clients and HQ’s approval

• Maintain up-to-date project financial data available for management review; ensure project financial reports are prepared on quarterly basis or as requested and presented to clients.

• PM is informed of any variation in project budget and expenditure and advised for remedy or budget revision

• POs are raised in time and payments are made within a week after the receipt of the claim.

• Prepares projected and actual burn-rate on monthly basis and control mechanism is in place for appropriate fund disbursement 

4. Final Product

The PSO reports to the PM, interacts frequently with project staff and participates in regular meetings as and when required. 

• Ensures final project financial reports are prepared. 

• Contributes to project closure reports – being prepared and accepted by the relevant clients.

a.  Education

• Bachelor’s Degree in Business Administration, Commerce, Finance, Economics, Accounting or a relevant field. An advanced university degree (e.g. Masters) in the above mentioned fields may be considered as a substitute for two (2) years of work experience. 

• A Professional Certificate in a relevant field is an asset

b. Work Experience 

• A minimum of four (4) years of experience in the field of budget administration, operational support and financial management is required.

• Working experience with the United Nations or international organizations is an asset.

• Experience using UN Financial Management Systems is an asset

• Knowledge of Google Suite Package and handling of web-based management systems is an asset.